VENDORS

Cool

entures

ntertainment

& Cool Virginia Steppers

Welcome to Virginia's Finest Chicago Stepping Events Planners

VENDORS

Please include in text box below the following information:

Name, Company Name, Street Address, City, State, Zip, Daytime Phone, Cell Phone, Email Address, and Type of Business

fusing great ideas into great events

Please read the following vendor agreement. Your payment of vendor fees indicates your acceptance of the agreement.

VENDORS

VENDOR INFORMATION

The Christmas Colors Ball is an annual event set to become one of the premier events in Richmond, VA. The focus of the Christmas Colors Ball is to bring Chicago Style Steppers from across the country to Richmond, VA to celebrate the active lifestyle and culture of Chicago Steppers in a holiday dance weekend filled with excitement. We are promoting our event in a multi-faceted advertising campaign to include newspaper advertisements, internet, email, pluggers/flyers, radio and T.V. The Christmas Colors Ball promises to be an outstanding event this year with celebrity personalities in the Chicago Style Steppin’ community that have the drawing power to bring participants to this event. Take advantage of this opportunity today.

THE EVENT

An inviting, friendly, beautifully decorated venue that directs all traffic past each vendor table giving you and your business the perfect opportunity to engage attendees. Vendors will set up in the Pre-Function spaces outside of the ballroom. This area serves as the center of activities and will provide your access to event attendees. Let the Christmas Colors Ball event coordinators and staff provide you with the perfect space to give your business the attention it deserves.

As a participant you will be able to:

• Promote your business and showcase your product or service.

• Interact with potential customers and clients.

• Collect contact information of attendees for future marketing.

• Have your business listed in emails and on facebook if you have registered by 11/1/10.

• Receive a listing on the CoolVirginiaSteppers.com web site.

Additional Options:ow Sponsorship:

We have limited space for show sponsors. Show sponsorship is for vendors who would like to have their business in the Souvenir Ad Booklet—information, prices and purchase options available at www.advertisewithcvs.com. Additionally, sponsors will be mentioned or included in other sectors of our advertising campaign.

Giveaways and Prizes: No additional charge

For extra exposure and additional marketing opportunities, vendors may choose to participate in giveaways at the Ball. Prizes will be awarded onstage as well featured online, the sooner you let us know the sooner we will start marketing this option for you online.

Internet Listings: No additional charge

Cool Virginia Steppers include a free listing of your company, phone number, web site and email listing in your business category on our web site www.CoolVirginiaSteppers.com.

VENDOR TABLE & RACK INFORMATION:

Tables are available on a first come basis.

It is the goal of Cool Virginia Steppers to avoid having two vendors selling the same items on the same day. Therefore, vendors must disclose all items being sold in advance. Final approval for all items to be sold will be made by the contact representative of Cool Virginia Steppers.

Vendor space will not be reserved until full payment for table(s) and rack(s) is received and payment and an electronically signed vendor agreement is received by Cool Virginia Steppers (There is a limited amount of vendor space available. Space will be allocated based on date of receipt of payment and the signed vendor agreement.)

Cancellation Policy: If Cool Virginia Steppers cancels the event, vendors will receive a refund of payments. Payments are refundable up to 100% less any PayPal fees prior to September 30th. Afterwards, payments are non-refundable. If vendor space is no longer available at the time of your payment, you will receive a refund of your payment, less any Paypal fees.

Sub-leasing: Sub-leasing of tables is not permitted.

Standard Table Size -- 6‘ x 3’ draped rectangle table (comes with 2 chairs)

Floor Rack - A floor rack is a customer accessible merchandise stand that sits directly on the floor. Floor racks may not be placed under the vendor table. Racks used for organization of merchandise and only accessible to the vendor on the vendor side of the table behind the table skirt are not considered floor racks for the purpose of this form. Vendors provide their own floor racks.

All vending activity will take place on Saturday and Sunday at the Holiday Inn-Richmond Airport

IMPORTANT INFORMATION

While we are pleased to provide vendors services to the attending public, vending is not the focus of the event. Therefore, we ask that you govern yourself to the rules.

Loading/Unloading: Vendors can utilize the loading/unloading area in the front of the hotel. Please do not block the hotel’s front entrance.

PARKING: Please park in any available space in the hotel’s parking lot.

SALES TAX: The vendor is responsible for administration of Virginia SalesTax.

BUSINESS OPERATIONS: Vendor warrants that he/she is aware of the city, county, state, and federal regulations governing his/her activity and will adhere to those regulations and those of Cool Virginia Steppers and the Event’s hotels.

SUPERVISION OF TABLES: Vendors are responsible for making sure that their table, products, and property are supervised at all times. Cool Virginia Steppers is neither responsible nor is liable for any stolen, lost or misplaced items. It is the vendors’ responsibility to ensure their products are kept safe.

CUSTOMER SERVICE: You must furnish the customer a GUARANTEE OF GOODS. There is to be a sign posted on your table identifying company name and contact information. A receipt must be available upon request, which will include the date, description of goods to be sold, unit price, and a contact phone number for the customer’s future reference.

PROFESSIONALISM: All vendors of goods and services shall be required, during any period when they or their agents or employees are present at the Christmas Colors Ball event, to adhere to a professional standard of conduct. Vendors agree not to engage in verbal acts or conduct, that constitute harassment of any person by reason of such person’s race, creed, religion, color, sex, sexual orientation, age disability, veteran status, marital status or national origin.

Sales or solicitations, which interfere with the normal conduct of the hotel’s business, are prohibited. Vendors should remain behind their tables while soliciting. If a vendor aggressively solicits, i.e. (walks up to individuals, shouts from across the table, or throws items at individuals passing by) they are reminded of the policy. If the activity continues, the vendor will be asked to leave the premises. Cool Virginia Steppers reserves the right to regulate the time, manner, and place of all sales and solicitation.

RESTRICTIONS: The organizers of this event reserve the right to restrict or remove, without refund, any exhibits that have been falsely entered or are deemed by the organizers to be unsuitable or objectionable. *No smoking or drinking of alcoholic beverages is allowed except in those areas set aside for such.* VENDORs using sound as a marketing devices shall do so in a manner not to disturb or affect the business of other VENDORs. P.A. Devices or microphones are strictly prohibited. *VENDORs shall not use adhesives or fasteners in any way to affix any item to any portion of the venues. *ALL VENDORS ARE REQUIRED, AT THEIR EXPENSE OF MONIES OR EFFORTS, TO SECURE ANY LICENSES, PERMITS, OR MAKE ANY CONTACTS NECESSARY TO COMPLY WITH LOCAL HEALTH PERMITS, FIRE CODES, TAX COLLECTION AND PAYMENT REQUIREMENTS, AS WELL AS ANY CITY, COUNTY, STATE OR FEDERAL REGULATION OR LAWS THAT WOULD BE BINDING ON THE VENDOR. BOOTH CLOSURE BY ANY GOVERNMENTAL BODY WILL REFLECT SOLELY ON THE VENDOR AND NO REFUNDS WILL BE MADE.

DAMAGES: Vendors shall not cause damage to the area and will be responsible for any damage caused by vendor or any agent, employee, or volunteer of vendor. Nothing can be taped, stapled or otherwise affixed to walls or floors.

CANCELLATION: Should the VENDOR cancel this agreement for any reason, or should management deem the VENDOR in default or in violation of this agreement, all monies paid to Cool Virginia Steppers by VENDOR shall be retained by Cool Virginia Steppers. Further, any balances due shall be considered owing and upon demand, VENDOR will pay said balance to Cool Virginia Steppers. Should it be necessary to cancel the event due to an Act of God all monies paid by Vendor will be refunded and Vendor will have no claim against Cool Virginia Steppers.

INDEMNIFICATION: By signing this agreement the VENDOR shall defend, indemnify and hold harmless Cool Virginia Steppers, Cool Ventures Entertainment, www.coolvirginiasteppers.com, the Holiday Inn Richmond Airport; the Hilton Garden Inn Richmond Airport, their affiliates, directors, officers, employees, insurers, and agents herein from and against all claims, damages, losses and expenses, including attorneys’ fees arising out of or resulting from the acts, errors, omissions, conduct or operations of the VENDOR, for any such claim, damage, loss or expense that (1) is attributable to bodily injury, sickness, disease or death or to injury to or destruction of tangible property, including the loss of use resulting there-from, and(2) is caused or is claimed or alleged to have been caused, in whole or in part, by negligent act, error, omission, conduct or operation of the VENDOR, and/or any sub-vendors, and/ or anyone directly or indirectly employed by any Vendor and/or sub-vendor, or anyone for whose acts any of them may be liable, and (3) is abused or is claimed to have been caused, in whole or in part, by any product sold or service rendered by the VENDOR, its agents, employees, and/or sub-vendors.

This agreement between you and Cool Virginia Steppers is made as of the date of receipt of your electronic signature. For internet registrations, your payment of vendor fees constitute your acceptance and agreement of the terms and conditions set forth above.

Please feel free to contact us at (804) 420-2033 for additional information.

Click on the Paypal button below to purchase your table(s) and/or rack(s) space.

SATURDAY

SUNDAY

WEEKEND

PACKAGE

After 12/1/10 Pay $110 plus Paypal fees for table only. Add rack for $85 plus fees Rack Only: After 12/1/10 Pay $110 plus Paypal fees

TABLE ONLY

$75 plus $2.54 PayPal fees

ADD A RACK SPACE(S)

$35 plus $1.35 PayPal fees per rack

After 12/1/10 Pay $85 plus Paypal fees for table only, Add rack $40 plus fees Rack Only: After 12/1/10 Pay $85 plus Paypal fees

RACK SPACE ONLY

$75 plus $2.54 PayPal fees

TABLE ONLY

$45 plus $1.65 PayPal fees

ADD A RACK SPACES(S)

$35 plus $1.35 PayPal fees per rack

RACK SPACE ONLY

$45 plus $1.65 PayPal fees

TABLE ONLY

$100 plus $3.29 PayPal fees

ADD A RACK SPACE(S)

$75 plus $2.54 PayPal fees per rack

RACK SPACE ONLY

$100 plus $3.29 PayPal fees

Table Price For Sunday (short day) $45.00 plus Paypal fee by 12/1/10 and $55 plus fee thereafter

-------------- add a rack $35 plus Paypal fees by 12/1/10 and $40 plus fee thereafter

Rack Only For Sunday -- $45.00 plus Paypal fee by 12/1/10 and $55 plus fee thereafter

Sunday’s Schedule 10AM—5PM. You must be set-up between 9-9:30AM, packed and ready to depart by 5PM.

Price Per Day For Table on Saturday (Main Event Day) $75.00 plus Paypal fee by 12/1/10 and $85 plus fee thereafter

-------------- add a rack $35 plus Paypal fee by 12/1/10 and $40 plus fee thereafter

Rack Only Per Day For $75.00 plus Paypal fee by 12/1/10 and $85 plus fee thereafter

Saturday’s Schedule 9AM– Sunday 2AM. You must set up between 8-8:30AM, packed and ready to depart by Sunday 2AM.

Weekend rate for table only-- Pay $100 plus PayPal fee by 12/1/10, $110 plus fee thereafter

----------- add a rack and pay an additional $75.00 plus PayPal fee by 12/1/10 and $85 plus fee thereafter

Weekend rate for rack only--Pay $100 plus PayPal fee by 12/1/10, $110 plus fee thereafter

After 12/1/10 Pay $55 plus Paypal fees for table only, Add rack $40 plus fees Rack Only: After 12/1/10 Pay $55 plus Paypal fees